Chapter Constitution

Society of American Archivists at Pratt Constitution

Introduction:

This chapter adheres to the principles put forth by the Society of American Archivists (SAA) and upholds their guidelines for membership. This is a collaborative forum for graduate students at Pratt Institute’s School of Information and Library Science (SILS) who are interested in archival studies, developing their knowledge and skills to assume professional archives positions in cultural, archival and academic settings, and to become potential leaders in the field.

Our aim is to enhance the educational experience by providing and organizing workshops, lectures, group meetings, guest speakers, and field trips that combine the theoretical perspectives, practical experiences, and research initiatives espoused by SAA. Our meetings, blog/website, and activities will promote communication among students, as well as providing avenues for contacts within the field of archives, special collections, and museum environments.  Our monthly meetings will encourage members to share information regarding internships, opportunities, and job placements. Our chapter will provide a social forum for students to share their professional and academic experiences with other members. We will work with other archival, library science, and public history student groups at Pratt SILS to increase communication among these organizations and promote archival interests within the SILS community.

Constitution

  1. Name
  2. Mission
  3. Affiliation
  4. Membership
  5. Dues and Fees
  6. Officers and Governing Committee
  7. Meetings
  8. Special Interest Groups
  9. Duties of Officers
  10.  Annual Report
  11. Amendments
  12.  Dissolution

 

  1. Name
    The name of this organization shall be the Society of American Archivists at Pratt (SAA at Pratt).
  1. Mission
    1.  To familiarize members with the objectives, ethics, and publications of the archival profession and the Society of American Archivists.
    2.  To encourage professional activities among the members in order to develop the leaders of tomorrow’s archival profession.
    3. To provide members with opportunities to discuss archival issues and interact with professional archivists.
    4. To promote communication with other student groups within Pratt SILS, in order to develop mutual interests of the library and archive professions.
    5. To promote archival interests within Pratt SILS and its academic departments.
  1. Affiliation
    The Society of American Archivists at Pratt is affiliated with the Society of American Archivists (SAA).
  1. Membership
    1. Membership in this organization is open to all students who are currently enrolled in graduate-level studies at Pratt SILS.
    2. Membership in SAA at Pratt requires membership in the Society of American Archivists. Student members are eligible for a reduced rate of membership in the SAA.
    3. A minimum of five members in good standing with the Society of American Archivists is necessary to maintain status as a legitimate chapter.
    4. SAA at Pratt, in accordance with acceptable Federal and State law and Pratt Institute Policy, does not discriminate on the basis of race, color, national origin, religion, sex, disability, age, medical condition, ancestry, marital status, citizenship, or sexual orientation. SAA at Pratt also prohibits sexual harassment. This non-discrimination policy covers organization membership, access to organization programs and activities, and the general treatment of members in the organization.
  1. Dues and Fees
    No dues or fees shall be assessed as a requirement of SAA at Pratt membership. We will raise funds for future use in order to create a viable organization that can provide professional resources to archival students.
  1. Officers and Governing Committee
    1. Officers of the organization will include a Chapter Coordinator, Public Relations & Event Coordinator, Secretary, and Treasurer. No person will be permitted to hold more than one office. The officers, together with the faculty advisor, will comprise the Governing Committee, which will be responsible for the administration of the organization.
    2. The Faculty Advisor will be an individual member of the SAA, will aid and advise the Student Chapter, and act as a liaison with the SAA in matters regarding the organization. The Faculty Advisor will house the SAA at Pratt archives in his/her office.
    3. Officers will serve for a term of one year, and may be re-elected to an additional term of one year. If a vacancy should occur in the offices of Chapter Coordinator, Public Relations Coordinator, Event Coordinator, Secretary, or Treasurer, an interim replacement will be appointed by the Governing Committee to serve until an election can be scheduled.
    4. Nomination/Election- Any member of SAA at Pratt may be nominated for a vacant officer position. The Chapter Coordinator will take nominations from the floor (via e-mail). All officers shall be elected by a majority vote of eligible voting members of SAA at Pratt. All elections will be held at the end of the Spring semester (May) for the following Fall semester, or on a semester basis as needed. Voting is done by secret ballot; the ballots will be submitted to the Faculty Advisor who tallies the votes and announces the results.
    5. Removal from Office- Any officer of SAA at Pratt in violation of the Chapter’s purpose or constitution may be removed from office by the following process:
      1. A written request by a member of SAA at Pratt to the Governing Committee.
      2. Written notification to the officer of the request, asking the officer to be present at the next meeting and prepared to speak.
      3. A 2/3-majority vote is necessary to remove the officer.
      4. An interim replacement will be appointed by the Governing Committee to serve until an election can be scheduled.
  1. Meetings
    Meetings will be held regularly throughout the year as deemed necessary.

 

  1. Ad Hoc Committees /Special Interest Groups
    An Ad Hoc Committee and/or Special Interest Group (SIG) that furthers the objectives and interests of SAA at Pratt can be formed by any member. There is no requirement for minimum or maximum number of participants in a given Ad Hoc Committee/SIG. Participation in an Ad Hoc Committee/SIG is not mandatory. Communication among Ad Hoc Committee/SIG participants can happen however and whenever members choose. An Ad Hoc Committee/SIG need not exist from year to year.

 

  1. Duties of Officers
    All officers will collaborate on ideas for events and activities and take part in the chapter’s social media outreach to the community as needed.

    1. The Chief Coordinator will be chair of the Governing Committee and will have the ultimate responsibility for the functioning of the organization at the University. The Chief Coordinator will serve as the liaison between the Chapter and the SAA. The Chief Coordinator will be an ex officio member of all Committees/Special Interest Groups.
    2. The Public Relations & Event Coordinator will direct public relations within the SILS community and communication within the Chapter, including emails and social media. The Public Relations & Event Coordinator will also be responsible for the planning, promotion and coordination of the activities of the organization. The Public Relations & Event Coordinator may create ad hoc committees to organize special events.
    3. The Secretary will be responsible for all correspondence and all permanent records of the organization. The Secretary will record the meeting minutes and maintain event information in order to prepare the annual report.
    4. The Treasurer will be responsible for financial matters pertaining to the organization and make available to the Governing Committee and membership a financial report at the beginning of each term. The Treasurer will be responsible for fundraising activities.
  1. Annual Report
    SAA at Pratt will submit an Annual Report to the SAA Executive Office. This Annual Report will contain a list of the names of members, officers and faculty advisor of SAA at Pratt. It will also contain a summary list of SAA at Pratt activities for one academic year, beginning in the fall semester and ending after the summer term.

 

  1. Amendments
    Any member can originate an amendment to this constitution at any time upon approval of the chapter’s membership.  The proposed amendment shall be posted on the SAA at Pratt Blog/Website. Any member can respond to the proposal. The proposed amendment shall be adopted if approved by a majority of those responding. The adopted amendment shall be effective immediately.

 

  1. Dissolution
    In the event of the dissolution of this organization, any funds or assets will be allocated as designated by the Governing Committee in office at the time of dissolution. Failure to submit an Annual Report as required by the SAA will initiate an inquiry by theSAA that could result in dissolution of SAA at Pratt.

 

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AMENDMENTS

Please see this copy of our Constitution in Google docs for proposed amendments, and leave your comments below!

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